March 12, 2008 START TIME 9:00 AM Presenter: Jonathan Halling 2008 STAR Supplemental/Late Labels and Extended Data Corrections Webcast March 12, 2008 START TIME 9:00 AM Presenter: Jonathan Halling March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Objectives District STAR coordinators will know: The benefits of using the supplemental/late label process How to submit data to obtain supplemental/late labels The benefits of using the Extended Data Corrections module to correct demographic data How to use the Extended Data Corrections module What multiple-choice administration demographic data can be changed or added How and when to submit Extended Data Corrections March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Agenda Supplemental/Late Labels Overview Timeline Options for data submission File submission Screen data entry BRIEF BREAK Extended Data Corrections Preparation Data review and data rules Options for modifying demographic data Offline – File submission Online – Screen data entry March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Supplemental/Late Label Overview March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Overview Allows districts to obtain Pre-ID labels for students who enroll in the district after the original Pre-ID cut off date Supplemental/late labels are charged at 44 cents per student March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Benefits Reduce hand-marking of answer documents Reduce errors caused by hand-marking to avoid incorrect data being used to create reports March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Timeline March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Timeline Pre-ID Cutoff Date First Day of Testing Supplemental/Late Pre-ID Cutoff Date Last Day of Testing New Upload file or enter online 2-day Blackout Period Additional Data Upload file or enter online Approx. 6–9 Weeks Approx. 3 Weeks 1 Week March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Timeline Provide data for new students in district AFTER initial Pre-ID Cutoff Date Data will automatically be used to create labels 7 calendar days prior to the LAST day of testing Call STAR TAC if district wants labels created earlier Late Labels What is it good for? REDUCES amount of HAND CODING of answer docs and hence reduces errors which in turn reduce the cost of corrections! March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Options for Data Submission March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Options for Data Submission Same options as for regular Pre-ID File upload Screen data entry Combination Note: Districts can still obtain supplemental/late labels even if data was not submitted by the regular Pre-ID deadline. Late Labels What is it good for? REDUCES amount of HAND CODING of answer docs and hence reduces errors which in turn reduce the cost of corrections! March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Pre-ID section Load Pre-ID File March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Enter demographic data on screen March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Questions? March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections BREAK 5 Minutes March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Extended Data Corrections Overview March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Overview Allows districts to: Correct student demographic information for multiple choice administrations Add missing student demographic information for multiple choice administrations Amend student’s teacher information used to create California Report for Teachers Amend student’s parent/guardian address printed on individual student report(s) No charge for Extended Demographic Data Corrections All data changes reflected at the time of reporting March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Benefits Reduce hand-marking of answer documents More current and accurate demographic data used to create STAR reports Reduce the number of Student Reports returned to the district by U.S. Mail as undeliverable Potential time and cost savings Reports not delayed due to missing data Eliminate need to provide data at time of scoring (cost $1.32 per student) Eliminate need for Demographic Data Corrections in October (cost $630 plus 16 cents per student) March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Preparation Determine if any data need to be updated or added Did the district submit the “Demographic Fields to Be Hand-Marked on 2008 STAR Answer Documents or Entered During Extended Data Corrections” form? Has any demographic data for the student changed since the Pre-ID was used to print documents/labels? For example: Statewide Student ID English Proficiency Student address Student’s teacher’s name March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Preparation Develop a plan and a timeline Gather the data required to be updated for each student What data require updating? Where can you find the updated data? When will you have the data available? Update the STAR demographic data Decide on the method to use On-screen – one student at a time File – download data, correct and reload corrected data Combination Updates can be performed over many days Demographic Data Corrections must be completed before the district’s selected last day of testing of the administration on which the student is testing March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Data review and data rules March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Non-Correctable Data Position 01 Position 02 – 21 Position 22 – 28 Position 29 Position 31 – 50 Test Program District Name County/District Code Student also assessed with STS School Name March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Non-Correctable Data School Code Delivery Name Delivery Code Grade Enrolled Student Assessed with CAPA Multiple Choice Admin Period Position 51 – 57 Position 61 – 80 Position 81 – 90 Position 91 – 92 Position 211 Position 214 – 215 March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Non-Correctable Data Writing Test Date Student Assessed with CMA – ELA Student Assessed with CMA – Math Student Assessed with CMA – Science Position 216 – 217 Position 218 Position 219 Position 220 March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Correctable Data All other student demographic data Parent/Guardian address Student’s teacher(s) March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Example use: Student moves school Move Pre-ID document or label to the student’s new school Return with scorable materials for the student’s new school Update “CBEDS School” using Extended Data Corrections Update any other school-related data Note: You will be unable to update “School Name.” Student records cannot be added or deleted from this module. March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Timeline March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Timeline Pre-ID Cutoff Date First Day of Testing Supplemental/Late Pre-ID Cutoff Date Last Day of Testing New Edit using Extended Data Corrections Upload file or enter online Download file and upload with edits or edit online 2-day Blackout Period Edit using Extended Data Corrections Additional Upload file or enter online Download file and upload with edits or edit online Approx. 6–9 Weeks Approx. 3 Weeks 1 Week March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Modify Demographic Data Offline File Submission March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Extended Corrections Extended Corrections section March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Extended Corrections Menu Download a file containing all post–Pre-ID records that are still available to be edited Upload a file containing corrected records for all post–Pre-ID records that were downloaded Display status of uploaded file and errors encountered on edited records. Unedited records do NOT pass through validation routines March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Modify Demographic Data Process Request a file by clicking the Download Extract File link in the Extended Corrections area of the left navigation bar Click on the checkbox next to the text “My Extended Data Corrections File for” Click on “Submit Data Request” button Extract file will be available the following day Click on the filename to download the data March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Step 1 Download Data Check this box first Request download Summary of data that will be contained in file Download file next day March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Step 2 Edit Data Edit using text editor Microsoft WordPad EditPad Other commercially available text editors Featuring Line number option Column number option Word wrap OFF option Cannot use Notepad, Notepad will not preserve formatting NEVER IMPORT THE DATA INTO EXCEL OR ANY OTHER APPLICATION THAT WILL REFORMAT THE DATA Make changes to demographic data NEVER add student records Only acceptable format for upload is a fixed format text file (.txt) March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Step 3 Upload Amended File Click the Upload File link in the “Extended Corrections” area in the left navigation bar. Click “Browse” to locate the file you wish to upload Click “Load File” to start upload March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections File Upload Messages Successful upload An e-mail will be sent to provide results. An e-mail address is not defined. Please return later to view results. Unsuccessful upload messages File extension incorrect - File must be of type .txt. File with same name exists - File must have a unique name. File will not be accepted after the [Last Day of Testing]. March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Step 4 Review Uploaded Data File Status Click the Upload File Status link in the “Extended Corrections” area in the left navigation bar to view information about data errors in the upload file. March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Step 4 Review Uploaded Data File Status Submitted – File has been uploaded but not processed In Process – Data records are currently being validated Error – File contains some data records that are in error – Click on Error to obtain list of errors (similar structure to Pre-ID) Complete – All data loaded and processed without errors Failed Processing – File loaded with errors and failed to process March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Step 5 Correct Errors Click on the word “Error” under “Status” to display list of errors. Note: Errors should be corrected. Some errors, when left uncorrected, may incur additional charges for the district: If 3% or more of the district’s students do not have data in certain fields, the district will be assessed a fee of $1.32 per student that is withheld from their district STAR apportionment. If correction is left until Data Corrections in the fall, the district will be assessed a $630 setup fee and $0.16 for every student with or without corrections in the administration. March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Modify Demographic Data Online March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Extended Corrections Extended Corrections section March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Extended Corrections Menu Search and Edit individual student records March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Search for a Student Enter search criteria in at least one Primary Search criteria Click “Search” to see matching criteria for student(s) Enter search criteria in any of the Secondary Search criteria to narrow the search March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Student Click the student’s last name to view the data associated with the student. March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Modify Student Demographic Data (top) March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

Modify Student Demographic Data (bottom) Click “Submit And Exit” to update the student profile March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Questions? March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections More Questions? STAR TAC — (800) 955-2954 CDE — (916) 445-8765 March 2008 STAR Supplemental/Late Labels and Extended Data Corrections

STAR Supplemental/Late Labels and Extended Data Corrections Next STAR Webcast April 23, 2008 Assessment Review Panels, Standard Setting, and Released Test Questions March 2008 STAR Supplemental/Late Labels and Extended Data Corrections